Facility Services
PO Box 6016
Flagstaff, AZ 86011
nau.edu/FS
Facility Services Flexible Scheduling Guidelines
Topic: Flex Schedules
Updated: June 26, 2014
Approved: John P. Morris
Distribution: Facility Services Employees
The flexible work schedule is a discretionary tool intended to help Facility Services (FS) better serve the needs of its internal and
external customers, enhance organizational effectiveness, and assist department heads in better utilizing human resources
while assisting employees in balancing work responsibilities and personal concerns. Flexible work schedules may be
established where service and productivity will not be adversely affected, and where financial resources, staffing, and office
coverage permit. Flex schedules may not be available to all FS employees.
*Requests for flexible work schedules will be considered on their own merits and individual circumstances.
Considerations
I.
Non-probationary employees in good standing are eligible to be considered for a flexible work schedule. All flexible
schedules are subject to the approval of the department head whose decision is final and not subject to further review
or grievance.
II.
Prior to an employee beginning a flexible work schedule, a Flexible Scheduling Agreement should be completed so that
both parties are clear about the flex time expectations. A new flexible scheduling agreement shall be subject to a (30)
thirty-day trial. The Employer (supervisor and department head) shall evaluate the Employee’s performance and take
into consideration whether the Employee is completing tasks in a timely and thorough manner. Evaluation of the
Employee’s performance beyond the (30) thirty-day trial period shall be in a form consistent with the performance
appraisal and shall focus on work-product quality, completion and communication. In situations where the flexible work
schedule option is unsuccessful, the supervisor or the employee must provide at least a two week notice that the
flexibility option in use will be discontinued. Flexible Scheduling Agreements must be reviewed and updated annually.
III.
Employees must fulfill the following regular work requirements under a Flexible Work Schedule: Exempt Employees 80hour biweekly and Non-Exempt Employees 40-hour weekly. In situations where the flexible work schedule option is
unsuccessful, the supervisor or the employee must provide at least two weeks’ notice that the flexibility option in use
will be discontinued.
IV.
Work hours may be adjusted at any time by the supervisor as business needs dictate. The flexible work schedule is a
privilege, and an employee’s flex schedule may be temporarily or permanently halted at the discretion of the supervisor.
V.
Flexible work schedules must not require additional resources (staffing, equipment, etc.) in order to produce the same
quality and quantity of service.
VI.
The safe and efficient staffing of each work unit must not be interrupted by the use of flex time.
VII.
In unique circumstances, the supervisor may grant a flexible schedule on a temporary basis to allow the employee to
address short-term personal and/or family issues, or to attain educational goals. Such arrangements require the
advance approval of the Associate Vice President.
Flexible Work Schedule Options - Subject to the approval of the Associate Vice President
I. Alternate Work Schedule - This option provides an opportunity for an employee to continue in a full-time position but
under a non-traditional schedule. For example, a supervisor may permit an employee to work four ten hour days
instead of five eight hour days; or a supervisor may permit an employee to work from seven in the morning till four in
the afternoon instead of the traditional eight to five.
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Updated: June 26, 2014
II. Voluntary Reduction of FTE - This option allows an employee to voluntarily work fewer hours than originally hired to
work with a corresponding reduction in compensation. For example, if the supervisor and the employee agree, an
employee who normally works 40 hours per week can reduce their hours to 30 hours per week with a corresponding
reduction in compensation. For a benefit eligible employee to maintain their benefit eligibility status, they cannot
be reduced below 20 hours per week.
III. Job Sharing - This option provides a two-employee team to share the responsibilities of one position. For example,
instead of hiring one full-time employee, the supervisor may elect to hire two part-time employees who work 20 hours a
week.
IV. Telecommuting - This option allows an employee to perform work from home with the assistance of electronic
communication.
University Closures and Holidays
I. Emergency Closures –
a. Non-exempt employees, as determined by the Fair Labor Standards Act (FLSA), who are designated to be
essential personnel and required to work during the emergency, will receive time off with pay that is equal to
time worked during the closure. Options include taking time off with pay during the same work week or adding
that amount of hours to the compensatory balance to take off at a later date at the discretion of the supervisor.
If total hours physically worked for a non-exempt employee in any workweek exceed 40 hours, overtime
compensation or compensatory time off for the hours worked in excess of 40 hours will be at a rate of one and
one-half times the rate at which the person is paid. The combination of compensatory time or pay received for
working during an emergency closure, and pay for time worked beyond 40 hours in a work week shall not
exceed one and one-half times the rate at which the person is paid. Overtime for non-exempt, benefit-eligible
employees may be compensated either by cash payment or compensatory time off at the discretion of the
University. Refer to NAU Personnel Policy #2.03 Overtime/Fair Labor Standards Act for more specific details
on overtime pay.
b. FLSA exempt personnel who work extra hours during a closure will not be paid for the additional time but
may receive flexible time off for some of the hours worked at a later date at the supervisor's discretion.
II. Paid Holidays – "In Lieu of" Holidays. All full-time employees, including those on flexible or compressed work schedules,
are entitled to an "in lieu of" holiday when a holiday falls on a non-workday. In such cases, the employee's holiday is
the basic workday immediately preceding or following the non-workday. A basic workday for this purpose includes a
day when part of the basic work requirement for an employee under a flexible work schedule is planned or scheduled to
be performed. A full-time employee on a flexible work schedule is entitled to 8 hours of pay on a holiday when the
employee does not work. Employees on flexible schedules under which employees work more than 8 hours a day,
must make arrangements to work extra hours during other regularly scheduled workdays or use leave hours in order to
fulfill the work requirements (Exempt Employees - 80-hour biweekly and Non-Exempt Employees 40-hour weekly)
FLSA Considerations
I. Lunch period – If a lunch period is compressed in a flex schedule request, it may not be shortened to less than one-half
hour.
II. Break periods – Break periods may not be combined, used to shorten a workday, or used to extend a lunch period.
III. Job Sharing - In a job share arrangement, if the two parties are required to overlap schedules for communication
exchange; the overlap time is compensable.
IV. A reduction in FTE – This must be submitted on a Facility Services eForm request for ePAR prior to the start of the
arrangement to ensure proper calculation of overtime, accrual rates, and to ensure that the employee is not overpaid.
V. Non-Exempt Employees - FLSA law requires that any regular work time missed must be made up within the same work
week or leave with or without pay must be used for FLSA non-exempt employees to reach 40 hours.
*NOTE: In any arrangement, an employee must receive prior approval from the supervisor or department head before
working extra hours or overtime.
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Updated: June 26, 2014
By signing below the employee acknowledges full understanding of the Facility Services Flexible Scheduling Guidelines.
Employee Signature
Date
Print Employee Name Clearly
Original of this signed page to be placed in employee’s departmental file, copy to employee. This form should be completed at
initiation of flex agreement and reviewed annually.
Keep In Mind...
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The department’s first and primary role is to serve the campus community. With this in mind, the flex schedule must first
serve to improve the needs of its internal and external customers, and enhance organizational effectiveness.
Finding a balance between work and family is a prime motivator for many employees.
The success of a flexible work schedule program depends on the corporate culture and the unique responsibilities of each
position.
Just as students are demanding a more flexible learning schedule (IITV, web classes, evening classes, etc.) employees
are demanding more flexible work schedules.
To effectively evaluate the success of a program, keep an eye on the end product.
Benefits of Flexible Work Schedules
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Improve customer service
Enhance departmental effectiveness
Decrease absenteeism due to health issues
Decrease absence due to routine appointments
Decrease in turnover
Decreased overtime worked
Increased productivity
Increased loyalty
Increased health and well-being status
Increased employee satisfaction
Increased employee initiative
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Updated: June 26, 2014
FS Employee Services
PO Box 6016
Flagstaff, AZ 86011
nau.edu/Facility-Services
928-523-4227
928-523-9481 fax
FSPS@nau.edu
Flexible Scheduling Agreement
Deliver the original to FS Employee Services when completed and signed.
Emp. Name
Date: 6/29/16
Last
First
Emp ID#
MI
Exempt (80 hrs Bi-Weekly)
Non-Exempt (40 hrs Weekly)
Dept. Name & #
Supervisor
Last
First
MI
Title
Dept. Name & #
Flexible Work Schedule Effective Date:
Number of Days Worked:
Enter Flexible Work Schedule:
Day
Mon
Tues
Shift
to
to
Weekly or
Bi-Weekly
Hours/Day:
Wed
to
Thurs
to
Fri
to
Wed
to
Thurs
to
Fri
to
Set or
Sat
to
Varies
Sun
to
Week 1
Total Hrs
Day
Shift
Mon
to
Tues
to
Sat
to
Sun
to
Week 2
Total Hrs
Explain any approved variations and exceptions
Notes:
This scheduling agreement will be in effect until FS Employee Services receives written notice to cancel the agreement. The
supervisor or the employee must provide at least two weeks notice that the flexibility option in use will be discontinued.
Employee Signature
Date
Supervisor Signature
Date
Dept. Head Signature
Date
Original of this form to be placed in employee’s departmental file, copy to employee. This form should be completed at
initiation of flex agreement and reviewed annually.
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Updated: June 26, 2014